Procurement Specialist

Job Title: Procurement Specialist

Organization: UNDP

Job Identification: 11915

Location: Syrian Arab Republic

Apply Before: 07/20/2023, 06:59 AM

Job Schedule: Full time

Grade: P3

Vacancy Type: Fixed Term

Practice Area: Crisis management / Country Management Support

Bureau: Regional Bureau for Arab States

Contract Duration: 1 Year with Possibility for extension

Education & Work Experience: Master's Degree - 5 year(s) experience OR Bachelor's Degree - 7 year(s) experience

Required Languages: Fluency in written and spoken English is required

Desired Languages: Arabic proficiency is an asset

Vacancy Timeline: 2 Weeks

Mobility required/no mobility: mobility required

Job Description

BACKGROUND

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

UNDP Syria has been investing in capacities to strengthen context sensitive early recovery programming since 2015. In 2021, UNDP established a Context Sensitivity Team (CST) to further institutionalize its context sensitivity work and expand its reach beyond UNDP staff and programming. As the lead agency of the Early Recovery and Livelihoods Sector of the Syrian humanitarian response, UNDP is committed to strengthening context sensitive early recovery beyond its own operations. UNDP understands that context sensitivity is critical for risk-informed and human rights-based early recovery interventions that avoid doing harm to vulnerable communities. It also believes that context sensitive early recovery can make a positive contribution to social cohesion, local level peacebuilding and conflict prevention in Syria today.

Under the overall guidance of DRR and direct supervision of the Operations Manager, the Procurement Specialist is responsible for management of the CO Procurement Unit, effective delivery of procurement services in order to obtain the best value for money. The Procurement Specialist manages the CO procurement and provides solutions to a wide spectrum of complex issues related to procurement in the crisis situation. The Procurement Specialist promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.

The Procurement Specialist leads the Procurement Unit. The Procurement Specialist works in close collaboration with Operations, Programme and project teams in the CO, UNDP HQs staff and Government officials to successfully deliver procurement services.

UNDP is striving to ensure its procurement function and practices are an integral part of UNDP’s competitive advantage as a development partner of choice. This requires placing more attention on strategically integrating procurement at the project design state, stimulating innovation in specifications and technologies, and adopting more sustainable production and consumption practices that align with UNDPs sustainable development goals. Sustainable procurement means making sure products, services, and purchases are as sustainable as possible with the lowest environmental impact and most positive social results. In implementing UNDP strategic procurement priorities, Country offices will strive to use flexible methods for high-value/low-risk and timely delivery that meet the needs of its clients and key stakeholders.

DUTIES & RESPONSIBILITIES

The Procurement Specialist will work under the strategic guidance and direct supervision of the Operations Manager and is responsible for managing the Country Office Procurement unit in a large country office with a large procurement volume. 

The Procurement Specialist ensures efficiency and integrity in procurement management and provides solutions to a wide spectrum of complex issues related to procurement. The Procurement Specialist promotes a collaborative, client-focused, quality, strategic, and results oriented approach to all tasks; and works in close collaboration with Operations, Programme and project teams in the Country Office, Region, and UNDP HQ as well as with vendors and Government officials to successfully deliver procurement services, provide solutions to complex procurement issues, and provide advisory support. 

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Elaborate and manage implementation of innovative and sustainable procurement strategies and policies that are in alignment with principles of fairness, integrity and transparency to achieve best value for money.

• Ensure full compliance of procurement activities with UNDP rules, regulations, policies, and strategic priorities through effective internal controls and properly used client–oriented procurement management system. 
• Elaborate/establish internal public sector procurement Standard Operating Procedures (SOPs), mapped CO procurement business processes, and harmonized workflows within the Procurement unit and the broader CO.
• Discuss procurement strategies and plans with projects and other stakeholders and donors to ensure mutual alignment. 
• Conceptualize, elaborate and implement strategic procurement in the CO including sourcing strategy, supplier selection and evaluation, quality contract management, contract administration, contractor appraisal, cost reduction strategies, customer relationship management, e-procurement, and performance measurement.

Efficiently manage procurement processes for CO, projects and other UN Agencies.

• Ensure timely and proper preparation of procurement plans for the office and projects, including establishment of the deadlines and monitoring of their implementation.
• Establish and manage implementation of proper monitoring systems, mechanisms and controls for procurement processes that cover RFQ, ITB or RFP, receipt and evaluation of quotations, bids or proposals, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations. 
• Review and certify submission of documents to internal procurement review committees (CAP, RACP and ACP). 
• Ensure management of procurement contracts and perform delegated responsibilities in e-procurement for Purchase Orders approval.  Elaborate and implement internal control system, which ensures purchase orders are duly prepared, dispatched, and corrected on a timely basis when there are errors or other problems. 
• Supervise implementation of harmonized procurement services and expansion of these services for joint procurement for UN agencies in line with the UN reform.

Elaborate, introduce and implement strategic sourcing strategy and e-procurement tools to find best values in marketplace and align purchasing strategy to project and CO goals.

• Develop and manage rosters of suppliers. 
• Elaborate supplier selection and evaluation, and quality and performance measurement mechanisms.
• Review and provide input on the Term of Reference for establishment of Long-Term Agreements/Framework Agreements for more efficient category management. 
• Ensure proper management and implementation of e-procurement system in CO.

Facilitate procurement knowledge building and knowledge sharing in CO, Region, UNDP, and UN.

• Organize procurement training for the operations and project staff.
• Organize procurement training for vendors on e-procurement modules.
• Organize procurement training, as required, for government staff.
• Synthesize lessons learned and best practices in procurement.
• Make sound contributions to knowledge networks and communities of practice.
• Participate in Operations Management Team (OMT) to share information on cross-cutting areas and collaboration opportunities to achieve greater economies of scale.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Supervisory/Managerial Responsibilities

• Responsible for supervision and performance management of Procurement Analysts and support staff in Procurement Unit.

COMPETENCIES

Core Competencies:

• Achieve Results:  LEVEL 3: Set and align challenging, achievable objectives for multiple projects, have lasting impact 
• Think Innovatively:  LEVEL 3: Proactively mitigate potential risks, develop new ideas to solve complex problems 
• Learn Continuously:  LEVEL 3: Create and act on opportunities to expand horizons, diversify experiences
• Adapt with Agility:  LEVEL 3: Proactively initiate and champion change, manage multiple competing demands 
• Act with Determination:  LEVEL 3: Think beyond immediate task/barriers and take action to achieve greater results 
• Engage and Partner:  LEVEL 3: Political savvy, navigate complex landscape, champion inter-agency collaboration
• Enable Diversity and Inclusion:  LEVEL 3: Appreciate benefits of diverse workforce and champion inclusivity

People Management

• UNDP People Management Competencies can be found in the dedicated site

Cross-Functional & Technical Competencies:

Procurement - Strategic Sourcing

• Knowledge of strategic sourcing concepts, principles and methods, and ability to apply to strategic and/or practical situations.

Procurement – Category Management

• Ability to segment spend into areas which contain similar or related products enabling focus opportunities for consolidation and efficiency.

Procurement – Data Analysis

• Ability to extract, analyze and visualize procurement data to form meaningful insights and aid effective business decision making.

Procurement – Stakeholder Management

• Ability to work with incomplete information and balance competing interests to create value for all stakeholders.

Business Direction & Strategy – System Thinking

• Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.

Business Management – Portfolio Management

• Ability to select, prioritize and control the organization’s programmes and projects, in line with its strategic objectives and capacity
• Ability to balance the implementation of change initiatives and the maintenance of business-as-usual, while optimizing return on investment.

Business Management – Risk Management

• Ability to identify and organize action around mitigating and proactively managing risks.

QUALIFICATIONS

Education

• Master's degree or equivalent in Business Administration, Public Administration, Economics, Finance, or related field is required, or 
• Bachelor’s degree in combination with an additional 2 years of qualifying experience will be given due consideration in lieu of the Master's degree. 
• CIPS level 4 is mandatory, CIPS level above 4 is an asset.

Experience, Knowledge, and Skills

• Minimum 5 years (Master’s degree) or 7 years (Bachelor’s degree) of relevant experience at the national or international level in public sector procurement management.
• Experience in the use of computers and office software packages (MS Word, Excel, etc) and advanced knowledge of web-based management systems such as ERP.
• Experience in a crisis-post-crisis context is an advantage. 
• Experience in Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP) will be an advantage.

Language requirements

• Fluency in oral and written English is required.
• Arabic proficiency is an asset.

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

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